Creating a Mail Merge File

How to create a mail merge file for paper notifications

Angela avatar
Written by Angela
Updated over a week ago


You can create a notification batch for a mail merge file one of two ways:

  • Use the Search menu at the top of every page

  • Select Notifications > +Notification Batch

Create a Mail Merge File

For these instructions, we will use the Search menu.

1. From anywhere in the application, click the magnifying glass in the Search menu at the top of the page.

2. On the Search page, select Assemblies from the Results Type dropdown list, and then click Refresh.

3. On the Search Results page, do one of the following:

  • Select individual assemblies: Check the box next to each assembly for which you want to send notifications.

  • Select all assemblies on the page: Check the box next to the Result column near the top of the page.

  • Select all assembly records: Check Select All Assemblies From All Pages at the bottom of the page.

4. Click Create Notifications for Selected Assemblies at the bottom of the page.

5. On the Create Notification Batch page, enter a Name to use as an internal reference for this notification batch.

6. Because this batch is for paper notifications, leave the Email Subject blank. This field will automatically be filled in, but will not appear on printed notifications.

7. Do one of the following:

  • If you have parent customers and do not want them to receive notifications, check the Ignore Parent Customers box.

  • If you only want parent customers to receive notifications, check the Parent Only box.

  • If you want all customers to receive notifications, leave both of these boxes unchecked.

8. Do one of the following:

  • If you are a water purveyor and want to attach a test report or survey form with this notification, check the Attach Test/Survey Forms box. Test report forms will be pre-populated with customer, service location and assembly information, and completed survey forms will be populated with customer and service location information, as well as details about the completed survey. Go to step 9 to continue.

  • If you are not a water purveyor, go to step 9.

9. If you want the notification date of this batch to appear on the notification, click the Calendar icon to select a date and time.

NOTE: The notification date will only appear if the {{notification_date}} field is added to the template. See our articles about notification templates to learn more.

10. Select the notification template you want to use for this notification batch from the dropdown list.

11. Click Remove next to any record that you do not want to include in this notification batch.

12. Click Next at the bottom of the page to continue. If the notification batch was successful, you will see a message at the top of the Notifications page.

13. Do one of the following:

  • To select individual records, check the box to the left of each backflow assembly for which you want to send include in the mail merge.

  • To select all records without an email address, check the box near the bottom of the page.

14. Click Download CSV for Selected.

15. You can now import the data from the saved CSV file into a Word document or Excel spreadsheet.

NOTE: If you selected more than 10 records, a link will be emailed to you so you can download and print your notifications.

16. Click Mark Batch Complete at the bottom of the page to indicate that you have mailed these paper notifications.

See Microsoft's article about completing the mail merge process using Excel.

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